Travel Advances

From time to time, it is necessary
to purchase airline tickets prior to the actual trip. A travel
advance can be requested in cases where the expense is incurred
in advance of the trip date. The advance is requested using
the Travel
Authorization form. The reason for the advance must
be written on the form and the form must have the appropriate
approvals prior to being submitted to the Cash Disbursements
and Card Systems Manager. Account numbers (i.e., SAP Cost Center
number) for travel advances must be completed by the authorizing
manager of the traveler.

The Travel Expense Voucher and
all original receipts must be submitted to the Accounts Payable
Team within 14 days of completion of the trip.

When submitting the Travel
Expense Voucher, the advance should be noted on the form and deducted
from the amount owed. Only the expense actually incurred
will be charged to departmental budgets. Any unspent balance
of an advance should be returned to Accounts Payable with
the Travel Expense Voucher.

At the discretion of the university president (or designee),
amounts may be advanced up to the sum $500.00 to employees,
with such advances to be deducted from the allowable reimbursement.
Employees receiving such advances shall file a settlement
travel voucher within fourteen (14) working days of return
from the travel. No further travel advance shall be granted
until a settlement voucher is filed from the previous advance.